Affected Areas: |
Customer payment reconciliation process. Auto customer payment reconciliation. Dolphin accounting processes. |
Useful For: |
Travel companies performing customer payment reconciliation in the BMM. Travel companies receiving a statement from a bank or a virtual card provider in an electronic format can use this functionality to convert the statement to the STD Cust Pmt Rec - Auth Ref format, import it into the BMM and match it to existing customer receipts and refunds. |
Introduced In: | 20.070 |
Feature ID: | 166338 |
Introduction
- The new customer payment reconciliation file type called STD Cust Pmt Rec - Auth Ref allows Dolphin customers to turn electronic bank statements into files that can be imported into and processed by the Booking Management Module (BMM).
- BMM users will be able to import these files into the BMM and initiate the customer payment reconciliation process based on the transactions (customer receipts and refunds) included in the imported file.
- The BMM matches the file transactions to existing receipts and refunds in the BMM. Transactions that match will be automatically reconciled. Transactions that do not match will not be automatically reconciled and instead displayed "exceptions". BMM users will be able to work through the exceptions with the aim of resolving any discrepancies between the imported file and the BMM transactions. The desired outcome is a fully reconciled file.
- This functionality supports receipts and refunds issued with a payment method of Credit/Debit Card and Other. These receipts can be issued in folders or in customer profiles. All other payment methods (Cash, E. Fund Transfer, Bank Draft, Cheque) are not supported.
Security Settings
In addition to the security settings that allow BMM users to perform customer payment reconciliation manually, additional settings will need to be enabled in the Reconciliation tab > Auto Reconciliation section of security profiles to run the auto customer payment reconciliation process:
Setting | Description |
Can Manage Pmt Files |
This setting gives users the ability to:
This setting acts independently of the other two settings, thereby allowing one user to import/delete files without giving them the ability to Show Exceptions or Reconcile. |
Can Auto Reconcile |
|
Can Show Auto Rec Exceptions |
|
Please note that the Auto Reconciliation section only displays once the customer payment auto reconciliation module is enabled in a Dolphin database.
How to Import a File
To import a file, users will go to Bulk Operations > Customer Operations > Customer Payment Reconciliation > Auto Reconciliation tab > select the Add button and fill in the required fields in the Import Customer Payments dialog:
Field / Dropdown | Description |
Transaction Date Filter |
|
Pmt Ref. | Enter the reconciliation reference. |
File Type | Select the file type called STD Cust Pmt Rec - Auth Ref. |
Path | Point the BMM to the location where the import file is saved. |
For information on the format of the import file, please see the document in attachment.
How to Reconcile Transactions
Once a file is imported in the BMM, users have two options:
1- Resolve any exceptions first, then run the auto reconciliation process:
- Select the Show Exceptions button to trigger the matching process.
- For any import file records that cannot be fully matched to a BMM transaction, an exception will be displayed in the Results tab.
- If users select this button and the BMM finds at least one exception, users will be automatically taken to the Results tab to investigate and fix the exception(s).
- Once all the exceptions have been resolved, the file can be fully reconciled.
2- Auto reconcile that transactions that match first, then deal with the exceptions after:
- Select the Reconcile button to trigger the matching process.
- Enter the reconciliation date in the Customer Reconciliation Date dialog.
- The BMM to process all the transactions included in the imported file.
- The import file records that meet the matching criteria AND pass all the comparison checks will be automatically reconciled.
- Those that cannot be automatically reconciled are classed as an exception, and will need to be fixed by selecting the Show Exceptions button.
- Once all exceptions are resolved the auto reconciliation process will need to be repeated.
How to Resolve Exceptions
If a transaction cannot be automatically reconciled, it is displayed in the Results tab as an exception.
When using the auto customer payment reconciliation module and this standard file type, the Results tab shows the columns below:
- The columns on the left-hand side, from the Folder BR column to the Name column, will display data from the BMM.
- The columns on the right-hand side, from the Imported Pmt Amt column to the Match Fail Reason column, will display data included in the imported file.
Reports
All the versions of the Receipts and Refunds Report include the friendly names below. These can be useful to run reports related to the new STD Cust Pmt Rec - Auth Ref file type:
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-
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- Transaction Amount
- Transaction Auth Code
- Transaction Credit Card Type
- Transaction Customer Currency Amount
- Transaction Customer Currency Code
- Transaction Is Auto Reconciled
- Transaction Issue Date
- Transaction Other Code
- Transaction Payment Method (Credit/Debit Card, Other)
- Transaction Payment Type (Deposit, Balance, etc.)
- Transaction Type (Receipt, Refund)
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For more information on how to generate the import file, the match fail reason codes and how to resolve exceptions, see the attachment called Auto Cust Pmt Rec_New file format.pdf.
A template import file is attached to this article, called Auto Cust Pmt Rec_STD file format_Template.xlsx.
IMPORTANT: This file is in Excel format and needs to be converted into a text file with tab delimiters in order to allow it to be imported into the BMM.
Please note that this is a billable module. If you wish to take advantage of this module, please contact the Dolphin Support team.
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